Creating and Managing Vehicles and Drivers
Preparation: General master data
Vehicle and driver records draw on catalogs that you maintain under Stammdaten → Allgemeine Stammdaten (Master Data → General Master Data): brands, models, body types, drive types, locations, cost types, cost centres and much more. Since version 10.4, all of these tables open for editing in a side panel ("Drawer") with its own "Hinzufügen" (Add) button and Actions column. If an entry is missing when creating a vehicle (e.g. a brand), you can in many places create it directly from within the dialog.
Vehicles
Stammdaten → Fahrzeuge (Master Data → Vehicles) (/applications/vehicles/overview) → "Neu" (New) or open a vehicle.
The vehicle record is divided into areas - the most important:
| Area | Content |
|---|---|
| Datenblatt (Data Sheet) | Licence plate, brand/model, body type, drive type, location, assigned driver |
| Technik (Technical) | Metrics from the KFZ-Info calculation: consumption, cost/km, mileage (Article 14) |
| Kauf / Versicherung / Verträge (Purchase / Insurance / Contracts) | Acquisition, insurance, leasing contracts (basis for the return cockpit, Article 13) |
| Wartung / Termine (Maintenance / Appointments) | HU, UVV and other appointments (basis for the e-mail reminders, Article 04) |
| Reifen (Tyres) | Tyre sets, change dates, history |
| Belege / Schäden (Receipts / Damage) | The vehicle's costs and damage cases |
| Dokumente (Documents) | File storage (requires the "Dokumentenverwaltung" / Document Management licence) |
Good to know:
- Editing lock: If two people open the same record, the second one sees the note "... is currently being edited by {user}". Only a WebAdmin can forcibly release a lock.
- Driver assignment: You maintain the driver ↔ vehicle link on the vehicle ("Fahrer" / Driver field in the data sheet, with quick creation of new drivers). The assignment determines who receives HU/UVV/tyre reminders.
- Overdue appointments and missing driving-licence classes are shown by the record as a warning banner.
Drivers
Stammdaten → Fahrer (Master Data → Drivers) (/applications/drivers/overview) → "Neu" (New) or open a driver.
Important areas of the driver record: Übersicht (Overview; incl. e-mail address - a prerequisite for all reminders), Fahrerlaubnis/Prüfungen (Driving Licence/Tests; driving-licence check), Rechte (Rights; driver portal access), Urlaub (Leave), E-Mails (history of all mails generated for the driver with preview), Schäden (Damage), Termine (Appointments), Weiterbildung (Training), Strafmandate (Penalty Notices), Dokumente (Documents), Fahrtentagebuch (Trip Diary).
Actions: "Kennwort zurücksetzen" (Reset password; driver portal login), "Fahrer sperren / Sperre aufheben" (Lock driver / Remove lock) – a locked driver no longer receives automatic e-mails (Article 07).
Importing drivers
Under Stammdaten → Fahrer → Import (Master Data → Drivers → Import) (/applications/drivers/import, permission drivers.edit) you import driver lists from CSV/text files:
- Upload the file, indicate whether a header row is present
- Map the columns (which file column belongs to which driver field)
- Options: "Nur leere Felder füllen" (Fill empty fields only; protect existing data) and external-driver mode
- Start the import
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